Description

Role Overview 

The Shared Services Coordinator plays a pivotal role in ensuring the smooth operation of the office by handling a diverse range of tasks. From managing the front desk and providing administrative assistance to assisting facility matters and performing light cleaning duties, this position is the “go-to” for various operational needs. Additionally, the Shared Services Coordinator will be involved in administrative tasks that supports the Shared Services Team.

Responsibilities:

• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Oversees the attendance hotline to accurately record employee call-offs, absences or tardies on tracking sheet to ensure adherence of attendance policy. 
• Manages the badge issuance process, including activation of new and replacement badges for employees, deactivation of badges for termed employees, track inventory, process order requests, and issue replacement badge fees. 
• Respond promptly to facility requests and take appropriate action to address them effectively and promptly.
• Leads and coordinates the organization of onsite events, client visits and leadership meetings, including booking conference rooms, setup of beverage and snack stations, preparing welcome screens, and activating guest badges.
• Arranges food services for new hire lunches, events, client visits, and leadership meetings, ensuring dietary preferences and restrictions are accommodated. 
• Ensures safety standards are followed throughout the facility and participates in emergency preparedness.
• Ensures assigned office equipment is in proper working order and available for use.
• Contact vendors to obtain quotes for facility-related services and coordinate maintenance requests. Receive and process work order requests; ensures problems are resolved quickly.
• Track inventory levels, place orders, and maintain stock of office supplies to ensure adequate availability for the facility's needs.
• Ensure inventory orders are within range of department budget, expenses recorded, invoices processed, and purchase orders submitted.
• Assists with recruitment and interview process. Tracks status of candidates in ATS and HRIS and responds with appropriate correspondence at the end of the recruiting process.
• Maintains accurate and up-to-date records in the ATS, including candidate information and status updates.
• Organizes the award and recognition program and coordinates award presentations and celebrations. 
• Continuously source data from the workforce to help develop engagement strategies, through the collection of information through surveys at various points of the employee life cycle.
• Makes photocopies; mails, scans and emails documents; and performs other clerical functions.
• Performs other related duties as assigned. 

Requirements

Ideal Candidate & Qualifications: 

• Previous experience in a similar role, such as administrative support, project coordination, or customer service, is highly desirable.
• Proficiency in Microsoft Office suite, including Outlook, SharePoint, Excel, Word, and PowerPoint.
• Familiarity with Paylocity or similar HRIS systems is a plus.
• Strong organizational abilities with the capacity to manage multiple tasks and priorities simultaneously.
• Proactive problem-solving skills with the ability to identify issues, propose solutions, and implement improvements.
• Willingness to embrace change and implement new processes or procedures as required.
• Attention to detail and accuracy in handling data, documentation, and correspondence.

Physical Requirements:

• Capacity to lift and carry objects or equipment weighing up to 25 pounds, which may vary based on the facility's needs (e.g., office supplies, maintenance tools).
• Ability to move around the facility, including walking, standing, bending, kneeling, and climbing stairs, to inspect and oversee various areas.
• Endurance to perform tasks that may require physical exertion over extended periods, such as moving furniture, setting up for events, or conducting facility inspections.
• Proficiency in using hand tools or equipment for minor repairs, maintenance tasks, or setup arrangements.
• Commitment to adhering to safety protocols and procedures to prevent accidents or injuries while performing physical tasks.
• Ability to read and interpret written instructions, labels, and safety signs.

Infinity is an equal opportunity employer and provides reasonable accommodations to qualified individuals with disabilities, as mandated by the Americans with Disabilities Act (ADA) and other applicable laws. If you need an accommodation to apply or perform your job, contact our Human Resources department at hr@infinitydelivers.com.